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HomeMy WebLinkAboutTransportation Committee 05-08-08 NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY TRANSPORTATION COMMITTEE May 8, 2008 - 8:30 A.M. St. Croix County Highway Department Office, 920 -3' Street, Hammond, WI CALL TO ORDER ROLL CALL ADOPTION OF AGENDA COMMITTEE RE- ORGANIZATION APPROVAL OF MINUTES OF PREVIOUS MEETING DATE OF NEXT MEETING CONSIDER VOUCHERS FOR PAYMENT REVIEW FUND BALANCES REVIEW HIGHWAY SAFETY MINUTES CONSIDER SEMINAR ATTENDANCE REQUESTS CONSIDER STATE PROJECT REQUESTS ANNOUNCEMENTS & CORRESPONDENCE OLD AND NEW BUSINESS 1. Deer Park Facility Update 2. Machinery Management Considerations 3. Consider Centerlining and Edgelining Proposals 4. Adopt -A- Highway Update 5. Consider Out of State Seminar Attendance Guideline/Policy 6. Consider Highway Department Organizational Chart Modifications 7. Review and update Mission and Business Responsibilities Statements 8. Consider Long -Range Rail and Other Strategic Transportation Matters 9. 2008 Planned Project Review 10. Preliminary 2009 Budget Discussions 11. View Deer Park Facility ANY OTHER BUSINESS AUTHORIZED BY LAW POSSIBLE AGENDA ITEMS FOR NEXT MEETING ADJOURN (Items may be taken in different order. Action may be taken on any or all items shown.) SUBMITTED BY - Tim Ramberg, Highway Commissioner DATE SUBMITTED — May 1, 2008 ** Additions /Changes /Corrections Items for County Board approval must be submitted to the County Clerk's office by Wednesday morning preceding a County Board meeting. 5/1/2008 10:25 AM MINUTES OF THE ST. CROIX COUNTY TRANSPORTATION COMMITTEE Meeting of May 8, 2008 The meeting was called to order by Chairman King at 8:30 A.M. Roll call was taken with King, Grant, Peterson, Rebholz and Demulling in attendance. Others present for all or parts of the meeting included Chuck Whiting, Tim Ramberg, Rich Loney, Jane Bond and Jim Harer. A motion was made and seconded (Peterson /Grant) to adopt the agenda as published. Motion carried. King turned the meeting over to Ramberg for election of Transportation Committee Chairman. Peterson nominated King as Chairman. With no further nominations, a motion was made and seconded (Rebholz/Peterson) to cast a unanimous ballet for King as Transportation Committee Chairman. Motion carried. Ramberg turned the meeting over to King. Rebholz nominated Peterson for position of Vice - chairman. With no further nominations, a motion was made and seconded (Rebholz/Demulling) to cast a unanimous ballet for Peterson as Transportation Committee Vice - chairman. Motion carried. Rebholz nominated Grant for position of Secretary. With no further nominations, a motion was made and seconded (Rebholz/Demulling) to cast a unanimous ballet for Grant as Transportation Committee Secretary. Motion carried. A motion was made and seconded (Rebholz/Grant) to approve the minutes of the April 8 th 2008 meeting as presented. Motion carried. A motion was made and seconded (Peterson /King) to set the June meeting for June 6, 2008 at 11:00 a.m. with King and Rebholz reviewing vendors prior to the meeting. Motion carried. King and Peterson reviewed the vouchers at 8:00 A.M. A motion was made and seconded (King /Peterson) to approve the vouchers for payment. Motion carried. Bond reviewed the fund balances for April 15 comparing them to the same period last year. There were no Safety Committee meeting minutes to review. Ramberg reviewed the June 2008 Summer Highway Conference agenda with the Committee. A motion was made and seconded (Peterson /Rebholz) to authorize up to three employees attend all or part of the conference as discussed. Motion carried. A motion was made and seconded (King /Rebholz) to allow up to two employees to attend the Alio User Group meetings in Eau Claire Wisconsin on May 15 and 16, 2008 as requested. Motion carried. Ramberg outlined two separate projects on State bridges to install netting for bird control. A motion was made and seconded (Peterson / Demulling) to approve two contracts in the amount of four thousand dollars ($4,000.00) each. Motion carried. ST. CROIX COUNTY TRANSPORTATION COMMITTEE MINUTES Page 2 May 8, 2008 The Committee discussed a contract with the State for work to be done on STH 65 and CTH G. This was tabled for additional discussion at a later meeting. Ramberg reviewed the following announcements and correspondence with the Committee: • Ramberg reviewed the May 16 District 6 Commissioners and Committeemen's meeting. • Request from the Town of St. Joseph to install "no parking" signs on CTH "E" at STH 35. A motion was made and seconded (Rebholz/Peterson) to install "no parking" signs on CTH "E" at STH 35 with the total costs for signs and installation to be billed to the Town of St. Joseph. Motion carried. • Ramberg noted that there would be a vacancy for the Vice -chair of WCHA. He asked if there was any interest among our Committee in running for that position. Deer Park Facility Update: Ramberg and Loney gave the Committee an update on the progress of the Deer Park Shop facility, over - viewing punch -list items to be addressed. The Committee elected to continue discussion after their site visit. Machinery Management Consideration: Loney distributed the 2008 machinery priority list and outlined year to date activity. Per Loney's request, the Committee concurred to accept proposals at the June meeting for wings, plows and dump- boxes. A request from Emergency Communication's director, Casey Swetlik to increase the area in our shop that currently houses communication equipment was discussed, including tentative plans and the overall impact on the Highway Department operations. A motion was made and seconded (King /Rebholz) to allow the expansion of the existing communication equipment area as discussed with no cost of the project being bore by the Highway Department. Motion carried. Ramberg brought up a request to have a Highway Department Truck on display at several local functions, including the St. Croix County Fair. He will contact the Risk Manager for advice on the request in regard to liability and employee staffing issues. Consider Centerlininq and Edgelining Proposals: Loney reviewed the proposals received for centerlining and edgelining. A motion was made and seconded (Demulling /Rebholz) to accept the proposal from Traffic Marking Services, Inc. of Maple Lake, Minnesota for the 2008 centerlining and edgelining as presented. Motion carried. Adopt -A- Highway Update: Loney updated the committee on the county Adopt -A- Highway program with an overview of sections currently adopted and available. Consider Highway Department Organizational Chart Modifications: A motion was made and seconded (Peterson /Rebholz) to adopt the Highway Department Organization Chart Modifications dated April 7, 2008. Motion carried. _Review and Update Mission and Business Responsibilities Statements: Ramberg reviewed minor modifications to the Highway Department Mission and Business Responsibilities Statements. A motion was made and seconded (King /Rebholz) to amend the statements as discussed. Motion carried. Consider Long -Range Strategic Transportation Matters: Ramberg thanked the Committee for sponsoring the West Central Wisconsin Rail Coalition 2008 Annual Meeting on April 18tH ST. CROIX COUNTY TRANSPORTATION COMMITTEE MINUTES Page 3 May 8, 2008 Attendance and presentations were well received. Ramberg noted that a representative from the Rail Coalition would be giving a presentation on June 11 cn at the Summer Highway Conference. There was continued discussion of the transportation element of the Comprehensive Plan. 2008 Planned Proiect Review: Harer gave an overview of the maintenance and construction projects planned for this year including County, State and local projects. Preliminary 2009 Budget Discussions: Ramberg updated the Committee on preliminary work being done on the 2009 Highway Department budget and the impact of declining revenues, and escalating material costs. An overview of the revenue collected year -to -date from the Vehicle Registration Fees was also given. It was noted that accurate projections cannot be produced based on the lack of data available from the State on the breakdown of the types of vehicles being registered in St. Croix County. View Deer Park Facility: At 10:35 a.m. the Committee proceeded to the Deer Park Shop site to view the newly built shop. They returned to the Hammond office at 11:55 a.m. It was the consensus of the Committee to negotiate a reduction in final payment to Ross and Associates to compensate the Highway Department for the defects in the shop floor in lieu of repairing the cracks. A letter from the Village of Star Prairie was read expressing their first interest in the Highway Shop located in the Village. A motion was made and seconded (Peterson /Demulling) that a sales study be completed by our staff to determine initial value of both the Deer Park and Star Prairie shops. Motion carried. The Committee requested calculations for space rental fees in the new Deer Park Shop building to present to the Town of Cylon. Both a square footage storage fee and a cost per meeting fee should be considered. Consider Out of State Seminar Attendance Guideline /Policy: The Committee reviewed the Seminar Attendance Policy, section 14 of the Personnel Policy Manual. A motion was made and seconded (Peterson /Rebholz) that the Transportation Committee will not allow reimbursement for any conference attendance without prior approval. Motion carried. Adjournment: Chairman King adjourned the meeting at 12.58 p.m. ----------------------------- SECRETARY